6.2: Formal Reports

Learning Objectives

• Define types of formal reports, including proposals
• Discuss different methods of sharing formal reports

Formal reports delve much deeper into a topic than an informal report. The label “formal” may intimidate some writers, but the formal report is an extension of business writing. You’ll use the same skills in all of your business communications—from the short, limited data email, to the informal report, to the formal report. While you may not need to write a formal report in your career, you will most likely see one and need to understand its components in order to effectively make decisions.

Types of Formal Reports

There are many different kinds of formal reports that you may encounter throughout your career. Here are a few of the more common kinds:

• Research reports gather and explain data; these reports are informational. Module 4: Research discusses research methods to obtain the data you’ll use in these reports.
• Proposals may be internal to a company in addressing a business situation, or they may come from a solicited or unsolicited sales situation. Formal proposals will include details of the proposed solutions and costs.
• Feasibility reports are a specific type of analytical report. When an entrepreneur or business manager has a new idea, it is prudent to fully explore the idea before making major investments. Some think of this report as a precursor to developing a full business plan. While a business plan may take many months to develop, a feasibility report can be developed in much less time, and it still provides excellent direction for decision makers.
• Business plans are typically informational reports about what a new or existing company plans to do over the next period of time. A business plan may take on a bit more of an analytical tone rather than a strictly informational tone when it is shared with potential investors. In some cases, the business plan may be presented with a request for funds; in those cases, the writing is gently more persuasive.
• Other complex recommendations may also come in the form of a formal report. These recommendations result from a business problem that an individual or team has been asked to solve.

Sharing Formal Reports

Formal reports may have internal or external audiences. Formal reports will be significantly larger than informal reports, and they often include a complex number of references and appendices (in the Back Matter area of the report).

The format of a report aligns to the recipient’s needs. Formal reports may be delivered in a variety of formats: documents, letters, digital postings to a website, email links, and so forth. The reader’s comprehension is of utmost importance in selecting the delivery method. No user wants to receive an email and then tie up the office printer with a 40-page report. Avoid letting the delivery method hold back the meaning of the report.

Formal reports are generally lengthy. Letters are for external use, and again perhaps less likely to be used for a document of this type. However, a letter or an email may be used to introduce an accompanying report. Web postings are generally external in nature, but companies may have private networks for internal use. Depending upon the organization, this may be a suitable transmittal method. Remember, just as with informal reports, your delivery method should not change the content or structure of your formal report

How to Write a Report

The following steps will be used for either a formal and informal written report. We will review the steps below.

Planning Your Formal Report

In all business writing, the first step is to check and see whether there is a prescribed structure for the document that is about to be created. Many formal reports have specific formats that must be followed exactly. For example, some sales proposal requests and responses become part of a contract; therefore, you should ensure documents such as these have a legal review both in the planning of the document and as a part of the final review step.

Other steps in preparation of a formal report follow in the same way as those for an informal report. In an informal report, however, it is less likely there will be multiple writers. With a formal report, there may be many contributors. If so, it is important to meet as a group to divide the work, talk about style, and plan how the final document will be assembled and edited to ensure a common voice or tone throughout. You may wish to consider some of the strategies discussed in Module 12: Collaboration in and Across Teams.

Next you’ll complete any data gathering needed. A formal report likely requires extensive planning and data gathering: some proposals may require weeks or months in researching and preparing. For example, think about a proposal for the next three years of new store locations or construction. The author (likely a team of authors) will need primary and secondary research, which takes a great deal of time to gather and analyze.

You will use knowledge of that data to create the report’s outline. In constructing that outline, again consider the depth of understanding of the reader and the likelihood the reader’s views align with that of the report’s determination.

With group writing, there may be several coordination meetings at each stage of the document’s creation.

Writing Your Formal Report

Writing the formal report is a much easier task once you have created a detailed outline in the planning process. This outline is what helps the writing move along, as you already know exactly what is to be provided where and when. When writing a formal report as a team, a carefully constructed outline facilitates assigning sections of the report to different authors from the team. The writer or writers can then focus on paragraph structure, wording, and phrasing using the lessons found in Module 2: Writing in Business.

With a formal report, it is extremely rare to see the casual phrasing that might be found in a short message or informal report. Formal reports rarely use personal pronouns, contractions, or passive verb structures. However, this does not mean the language should be stilted or use excessively long words. You’ll continue to use the same clarity of wording as in all business communications.

Formatting Your Report

Formal reports implement many of the formatting skills you learned earlier. Usually formal reports are single spaced with double spaces between paragraphs. Usually paragraphs are not indented, but this may vary from organization to organization. The right hand side of paragraphs are left ragged.

Section headings are always provided in a formal report. It is acceptable to use labels to match the section’s purpose (e.g., Introduction, Findings, Research Methods). The headings may also use terms directly related to the report’s purpose such as “Fruit Spoilage Problem,” “Facts about Fruit Spoilage,” “Suggestions to Improve Fruit Freshness.” You may also have specific subheadings within more general section titles.

Formal reports of all types use page numbers.The pages may be numbered in a format such as 1–50, or they may be numbered by the section, such as Methods 1–Methods 50. The material in the front part of a report is generally numbered in lowercase roman numerals (i–ix).

Headings

Headings play a crucial role in the effectiveness of your report. When you use clear and descriptive headings, you guide your readers through the content, allowing them to easily navigate the information you present. This not only enhances readability but also helps in quickly locating specific sections, making your report more user-friendly.

Here’s how to format your headings effectively:

1. Use Clear Titles: Each heading should reflect the content of the section it introduces. Avoid jargon and opt for straightforward language.
2. Hierarchy Matters: Organize your headings in a logical order. Use larger or bolder fonts for main headings and smaller sizes for subheadings. This visual hierarchy helps readers understand the structure at a glance.
3. Consistency is Key: Stick to a uniform style for all headings throughout your report. This consistency fosters a professional appearance and makes your report easier to follow.
4. Be Descriptive: Consider using action-oriented phrases that summarize the section's content. This not only captures attention but also highlights the purpose of each part of your report.

By utilizing effective headings, you enhance the communication of your ideas and make your informal reports more engaging and accessible. Embrace this powerful tool to elevate your business writing!

Revising Your Formal Report

Because of the length and possible subject complexity of formal reports, the final review takes more time than you might expect and involves more people. As mentioned in the start of this section, some reports may require additional legal review.

The most effective way to ensure a professional document is to have a team of individuals independently read the document, marking changes, corrections, and questions as they go. This team then meets as a group with one individual charged with collecting all corrections. This person ensures continuity across the entire document. If such a formal process cannot be completed, then you should work to ensure there are at least two reviewers who review work they themselves did not write. If you review it alone, we recommend you review it a section at a time.

You must consider grammar when you review your report.

Contributors and Attributions

CC licensed content, Original

• Formal Reports. Authored by: Susan Kendall. Provided by: Lumen Learning. License: CC BY: Attribution